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University of Southampton
“Heresafe has brought structure and clarity to our safety processes, making day-to-day contractor management far easier. The platform is intuitive, reliable and has helped us work more efficiently across Estates & Facilities. The support from the Heresafe team has also been consistently positive.”
Neil Symmons, Site Safety Operations Manager, University of Southampton
Book a demoHow the University of Southampton improved oversight and audit readiness across contractor safety processes with Heresafe…
With a total student population of 24,449 FTE, the University of Southampton (SOTON) operates across multiple campuses, including Highfield, Avenue, Boldrewood and Waterfront (based at the National Oceanography Centre). With Estates & Facilities, activities and contractor works moving across sites and stakeholders, the University needs contractor safety processes to be consistent, visible and efficient.
Before implementing Heresafe, the University of Southampton relied on paper records, spreadsheets and email chains to manage safety processes. It worked, but keeping information aligned and maintaining a clear overview took unnecessary manual effort. The Estates & Facilities team wanted a straightforward, centralised system that could work alongside their CAFM system and support a more consistent approach to contractor control. Heresafe stood out because it is simple to use, fits operational needs, and came with supportive, responsive engagement from the team.
Before Heresafe
With Heresafe
Fragmented oversight, slower coordination and more manual effort made it harder to keep contractor safety activity clear and controlled.
A streamlined, auditable approach that gives Estates & Facilities better control over contractor activity.
Safety records managed across paper, spreadsheets and email chains Centralised management of contractor safety processes alongside the CAFM systemMultiple versions of documents and updates created rework and confusion A single source of truth for documentation, reducing version issuesApprovals and actions were harder to track end-to-end without a single workflow Clearer action tracking and progression through a structured workflowReporting and oversight depended on manually pulling information together Dashboards provide quicker oversight without manual reportingInductions and briefings were less standardised across contractors A straightforward induction module to ensure consistent pre-arrival briefingLimited real-time view of contractor activity once contractors were approved Real-time visibility of activity across approved contractorsWhat changed with Heresafe
When the SOTON needed a centralised system to make contractor processes easier to manage and more consistent, they chose Heresafe. The Estates & Facilities team was looking for a practical solution that strengthened day-to-day control of contractor processes while remaining straightforward to use, and that could work alongside their existing CAFM system rather than creating another disconnected tool.
Since go-live, Heresafe has streamlined contractor safety management. Documentation is held in one place, progress is easier to follow, and actions are clearer to track, reducing the time spent chasing information and improving visibility of what is outstanding versus complete. The workflow is also more auditable, making it easier to evidence what has happened, when, and by whom without reconstructing activity from emails, spreadsheets and paper records.
Two areas have been especially valuable. The inductions module supports a straightforward induction process, helping ensure contractors are properly briefed before arriving on site and supporting a more consistent approach to pre-arrival briefing. The dashboarding functions provide a clear, real-time overview of approved contractor activity, supporting quicker oversight, reducing manual reporting, and making it easier to identify where attention is needed.
Overall, SOTON describes their experience of Heresafe as exceeding expectations, with improved structure and clarity across safety processes, easier day-to-day contractor management across Estates & Facilities, and consistently positive support from the Heresafe team.
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